Contact Sync – I Need to Copy Salesforce Contacts to Outlook and Gmail

Contact Sync is an exciting integration which allows Salesforce contacts to be synchronized with the user’s Gmail or Outlook contacts.  This sync only functions in one direction, and by design does not allow for the deletion of Salesforce records. This integration is intended for users where Salesforce is the master repository of contact records, but these need to be accessed quickly and easily by personnel in the field using phones and other small personal devices.  Sales and Support team members are able to quickly and easily call customers or send emails even when out in the field, based on records synced to their local devices.   Rules are created by each Site’s ZynBit administrator which reflect the organization’s policies about exporting contact information.  Once the basic parameters are set by the admin, the user can sync from their Contact Rules tab as desired.

When the Administrator advises users that the organization is ready to begin using Contact Sync,  the user can then configure their own sync parameters as appropriate using the Contact Rules tab of ZynSync.  Most importantly the email account which will be the recipient of the contact should be verified.  New records can be defined as those where there is no matching email, or records where the combination of email plus name.  This Sync can be started or stopped at the user’s discretion just as with Calendar and Task Syncs.  The folder to be used for storage of the contacts can also be set by the end user.  The number of contacts to be synced for the individual is indicated prior to starting the process.  ZynBit recommends that users sync 2500 or fewer contacts each.  This is not a hard limit, and the sync can be used even when more contacts will be imported.  If the recommended limit is exceeded, the speed or accuracy of the sync may be affected.

 

 

Advanced Settings information:

 Salesforce LabelGmail LabelAllow DisableTypeNotes
1First NameNameNTextConcat SF dat to produce single name for Gmail
2Last NameNameNTextConcat SF dat to produce single name for Gmail
3Account NameCompanyYText
4TitleJob TitleYText
5EmailEmail (Work)NText
6PhonePhoneYText
7Home PhonePhone (Home)YText
8MobilePhone (Mobile)YText
9Other PhonePhone (Other)YText
10FaxWork FaxYText
11Mailing StreetAddress (Work)YTextConcat SF data to produce single address for Gmail
12Mailing CityAddress (Work)YTextConcat SF data to produce single address for Gmail
13Mailing State/ProvinceAddress (Work)YTextConcat SF data to produce single address for Gmail
14Mailing Zip/Postal CodeAddress (Work)YTextConcat SF data to produce single address for Gmail
15Mailing CountryAddress (Work)YTextConcat SF data to produce single address for Gmail
16DescriptionNotesYText
17 <Custom Field><Custom Field>YVariableEmail custom field will be created if it does not exist

 

  1. Salesforce to Outlook

 

 Salesforce LabelOutlook LabelAllow DisableTypeNotes
1SalutationTitleYDropdown
2First NameFirst NameNText
3Last NameLast NameNText
4Account NameCompanyYText
5TitleJob TitleYText
6EmailEmailNText
7Business PhoneBusiness PhoneYText
8Home PhoneHome PhoneYText
9MobileMobile PhoneYText
10Other PhoneOther PhoneYText
11FaxBusiness FaxY
12Mailing StreetBusiness AddressYSet checkbox for “This is the mailing address” and concat SF data to produce single address for Outlook
13Mailing CityBusiness AddressYSet checkbox for “This is the mailing address” and concat SF data to produce single address for Outlook
14Mailing State/ProvinceBusiness AddressYSet checkbox for “This is the mailing address” and concat SF data to produce single address for Outlook
15Mailing Zip/Postal CodeBusiness AddressYSet checkbox for “This is the mailing address” and concat SF data to produce single address for Outlook
16Mailing CountryBusiness AddressYSet checkbox for “This is the mailing address” and concat SF data to produce single address for Outlook
17DescriptionNotesY
18<Custom Field><Custom Field>YVariableEmail custom field will be created if it does not exist